work term guide

Faculty of Arts & Science

Faculty of Arts & Science

Co-op Education & Internships

Exploring different types of industry through the Co-op program has helped me narrow my career path and gain experience in commercial research, private business and graduate studies.

Michael GretzingerBSc (Co-op), Biochemistry

ulethbridge.ca/coop/artsci

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THE CO-OP WORK TERM So you’re going on a Co-op work term…things to know before you go 1. Registering your Co-op work term

Once you've accepted an offer of employment, there are a few things you must do:

If received, send us a copy of your Contract/Letter of Offer and Job Description. These will be kept on file for you should you require them in the future.

We will also require a summary of your job related learning objectives. This should include what you hope to learn from this placement and how does this relate to your academic/career objectives?

Register your Co-op work term. Our office will complete an Add/Drop form to register you in your Co-op work term. Any courses that you are registered in may be dropped via The Bridge or on this form that we submit for you. DO NOT drop classes/cancel your registration before you have registered your Co-op work term. Note: you cannot register your Co-op work term via the Bridge; Co-op work terms must be registered through the Co-op Office. (We will complete this form for you.)

Complete your Work Placement Information Form. Students should fill out this form online at http://www.uleth.ca/artsci/coop/student-work-term-placement as soon as possible.

The Co-op Office may host a registration event before the Spring and Summer Co-op work terms begin where you can do all of this paperwork in a few minutes and gain useful pre-employment information, while meeting other students who are also going on a work term (you will be contacted by our office with details for these registration events). If however, you cannot attend, you must contact our office to make alternative arrangements to complete your registration and receive any necessary information.

2. Your transcripts Work terms will show on your transcript as follows (for example): SEMESTER: Fall 2009 ASCI 3011 Co-op Work Experience I P - - - ------------------------------------------------------------------------------------------------- SEMESTER: Spring 2010 ASCI 3012 Co-op Work Experience II P - - - ----------------------------------------------------------------------------------------------------------

…Through to ASCI 3016, Co-op Work Experience VI

3. Student loans If you have student loans, you must arrange to have Confirmation of Enrolment forms completed for each semester you are on a Co-op Work Term so that your loans remain interest-free and do not go into repayment.

HOW: Contact Scholarships and Student Finance. Office: AH151 Phone: 403.329.2585 E-mail: fin.aid@uleth.ca

WHEN: Preferably, before you leave on your Co-op Work Term, but after you are registered.

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WHY: It could cost you money if these forms are not submitted each semester, because your loans will go into repayment!

IMPORTANT:

Please allow the Scholarships and Student Finance office at least one day to process these forms for you.

Unlike traditional students who submit one application to their provincial finance board for funding for the Fall/Spring academic year, Co-op students should apply on a per semester basis. Co-op students will submit one application in or prior to the fall study semester, and another application in or prior to the spring study semester.

Students who are now holding loan certificates dated for a full academic year must forward the unused loan certificates back to their Student Finance Board. Return, do not discard, unused certificates.

4. Housing

Some employers outside Lethbridge do provide housing or accommodation listings in their area. You can also check out our website for useful housing links. The Co-op Office will assist students as much as possible to help with the transition.

Students should carefully check their leases concerning notice of termination at their Lethbridge premises.

5. Taking classes while on a Co-op work term

Your Co-op work term is a full-time commitment. Students may be permitted to complete one academic course while on a Co-op work term—but only if approved by both the Co-op Coordinator and the employment supervisor. If the class you plan to take is at an institution other than the University of Lethbridge, you must also apply for Visiting Student Authorization (VSA). Students interested in taking a class during the Co-op work term should consult with a Co-op Coordinator. The Co-op Coordinator will provide you with the necessary Co-op approvals.

Visiting Student Authorization (VSA): If you are interested in taking a course at another institution while out of town on a Co-op work term, and have cleared it with the Co-op Coordinator, the next step is to submit the Visiting Student Authorization form to the Arts and Science Academic Advising Office (Student Program Services). The form should be submitted well before the deadline because the approval process usually takes at least two weeks, and often longer.

Arts and Science Academic Advising – Contact Information Office: SU060 Telephone: 403.329.5106 E-mail: artsci.advising@uleth.ca

6. ULSU Health & Dental Plan

All full-time students, including students who are on a Co-op work term, are automatically included in the ULSU Health & Dental Plan (unless you have chosen to opt out of the ULSU Health & Dental Plan). Students will be allowed to opt out of the ULSU Health & Dental Plan in September* only of each year, by the date determined by the Health Plan Administrator. You may opt out of either plan only if you show proof of extended heath and/or dental care coverage at the Students' Union Health Plan Office (SU180) and complete the required waiver form. Dependent add-on coverage is also available for those students with families.

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*Please Note: If you are a student beginning your studies at the U of L in January, you will also be given the opportunity to opt out at this time.

Students with existing comparable coverage wishing to opt out of the ULSU Health & Dental Plan should consult with the Student's Union for opt-out deadlines. Students’ Union Contact Information Office: SU180 Telephone: 403.329.2039 E-mail: su.health@uleth.ca

What to do…while you’re away 1. Co-op work term requirements/deliverables

The following requirements must be met during your Co-op work term:

Successful completion of the Co-op work term(s). You must successfully complete the entirety of your Co-op work term contract. Contracts may be 4/8/12/16-months in duration.

We will also require a summary of your job related learning objectives. This should include what you hope to learn from this placement and how does this relate to your academic/career objectives?

Successful employer and Co-op Coordinator evaluations. During the Co-op work term, where feasible, the Co-op Coordinator will conduct an on-site monitor visit to discuss the student's progress with both the supervisor and the student. At this time, the Co-op Coordinator may review the employer evaluation process with both the employer and the student. Access to this online form will be emailed out to the employer prior to the end of the Co-op work term.

Completion of monthly reports/blogging. Due by the 5th of every month (i.e. May's report is due June 5th) this should be a 1 - 2 page report including a log of hours highlighting weekly activities and skills/knowledge learned. This report may be in note form and can be sent directly to your Co-op Coordinator. Samples of the monthly report can be found on NING, our Co-op Social Network for students at http://ascicoop.ning.com. (Please see appendices for a few samples.) Students who are interested in blogging in lieu of monthly reports should contact their Co-op Coordinator for details.

Completion of a final Co-op work term project (report or presentation). This will differ slightly for each work experience and will be evaluated by a Co-op Coordinator and/or a faculty member from the student's discipline. Guidelines and samples can be found on NING, our Co-op Social Network for students at http://ascicoop.ning.com. (Please see appendices for more details). This report will either be a work report emphasizing learning (WT1) or a short technical report (WT 1, 2, 3) of 8 - 12 pages on an area of the work completed. Students who are interested in completing a Work Term Presentation in lieu of a Final Work Report should contact their Co-op Coordinator for details and deadlines (also see appendices). Please note that you only need to complete 1 final Co-op work term report or presentation for the entirety of your work term (e.g. if on an 8-month work term you only submit at the end of the 8-months).

Final Work Report/Presentation Deadlines: Spring Semester – Co-op work term ends April – Report due June 15th Summer Semester – Co-op work term ends August – October 15th Fall Semester – Co-op work term ends December – February 15th Please Note: If these dates fall on a weekend, and you have opted to do a final report, please have your final report in by the following business day.

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IMPORTANT: Please ensure that your employment supervisor is shown a copy of your monthly and final work reports. If information is 'company confidential' (i.e. the company does not wish the information to be forwarded to our office) please let us know. Any information on your Co-op work term reports, either monthly or final is kept confidential in our office and is only available to our office (unless express permission is granted by both the student and employer). Students are also reminded that company information, e.g. employer contacts, phone numbers etc., are strictly confidential and should not be shared.

University of Lethbridge academic standards apply to all Co-operative Education reports. Please refer to the current year’s University of Lethbridge Calendar for academic standards.

2. Please stay in touch

About a week into the start of your Co-op work term, we will send you an email requesting that you complete the online Work Placement Form. It is vital that this is done to ensure that we have the most up-to-date contact information for you while you are on your Co-op work term. In addition, this assists us in ensuring that the Co-op work term information we have on file for you is accurate (employer, duration of work term, location of work term, etc.). Approximately two weeks into your work term you will receive e-mail from our office notifying you who your Co-op Coordinator will be for that semester. Should you have any questions, concerns, problems, or just want to talk, at any time during your Co-op work term please feel free to contact them — we want to help you make the most of your Co-op work term experience and are here to help with anything we can.

3. Participate in the on-site Co-op monitor visit

About midway through each semester your Co-op Coordinator will be in touch with either you or your employer to arrange for an on-site monitor visit. This is where we will actually come out to your work placement to meet with you and your supervisor to discuss:

Your responsibilities and tasks and your progress in these areas

Your learning objectives and any areas to develop

A midterm self and supervisor evaluation

Work and classroom relationship

Program and career objective relationships

The Co-op Program

Any other questions or concerns

The on-site monitor visit is also an excellent opportunity to discuss any problems or issues that may have arisen for both the student and the employer. However, do not wait until the site visit to address any urgent issues — please contact your Co-op Coordinator as soon as problems or issues arise while you're on your Co-op work term and maintain regular communication with your coordinator after the on-site monitor visit as well. The on-site monitor visit also allows the Co-op Program an opportunity to gain insight into the employer's expectations of our students and program. It helps us to continue building a relationship

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with the employer and promote our Co-op Program to them as well as determine their future needs. This is also an opportunity for the student’s self-evaluation. At this time employers the employer evaluation may be discussed and they may be advised that details with a link to the online form will be emailed to them prior to the completion of the Co-op work term. The observations and evaluations of your employer are vital in your career and academic development, assisting you in further development and future work experiences. You should, however, regularly seek feedback on your performance throughout the duration of the work term from your immediate supervisor.

4. Fees and income tax

Co-op work term fees are due on the last day of classes of the semester your Co-op work term is registered in (i.e. if you are on a Fall Co-op work term your fees will be due the last day of classes for that Fall term). For the Co-op Fee Schedule, please refer to the 'Fees' section of the current University of Lethbridge Calendar! NOTE: As a University of Lethbridge student there are additional fees that you will be responsible for, including Students' Union and ULSU Health & Dental Plan fees. Please check the current University of Lethbridge Calendar for up-to-date information regarding these fees and opt out deadlines. Students wishing to opt out of the ULSU Health & Dental Plan must contact the Students' Union Office with proof of coverage and complete a waiver form by the deadline indicated. Undergraduates not wishing to pay the LPIRG fee may have that fee refunded. To opt-out, go to www.lpirg.org and fill out the opt-out form. Your opt-out form must be sent via your personal uleth.ca web-mail account to be considered valid. Please note that in opting out you forfeit your eligibility for LPIRG funds. The deadline for this option falls in October. The Campus Women’s Centre (CWC) currently receives a levy from each University of Lethbridge student. In order to be accountable to the students, they offer the opportunity to reclaim this fee. To do so, you must submit a formal request by email to womens.centre@uleth.ca. You will need to renew your Levy opt-out each semester by the middle of November. Fees can be paid in the following ways: Payments to the University of Lethbridge can be made through telephone and on-line banking.

Please check with your bank to find out if you can pay your U of L fees using on-line banking. You need to set up the University of Lethbridge as a bill payment on your bank's bill payment service and use your student ID number as the account number for these services. Please allow at least two additional business days for the payments to be processed.

Payments can be made in person at any Bank of Montreal in Canada, through the First Bank Bill Payment Service. You do not have to be a client of the Bank of Montreal to use this service; however the bank does assess a service charge. Please allow at least one additional business day for the payments to be processed.

Payments can be made by cash, cheque and Interac debit card directly to the Cash Office, located in Anderson Hall, room AH144. The office hours are 9:00am to 3:30pm, Monday to Friday. Payments can also be put in the 24-hour deposit vault located at the end of the counter in front of the Cash Office.

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A cheque or money order, made payable to the University of Lethbridge, can be sent by mail or courier to:

Cash Office AH144, 4401 University Drive Lethbridge, AB Canada T1K 3M4

Note: Inquiries can be made at cash.office@uleth.ca or 403.329.2469. For the most up-do-date payment information, please always refer to http://www.uleth.ca/fsr/cash/Payment.htm.

Income Tax The Co-op work term tuition fee is tax deductible. Students will be issued a tax receipt for Co-op tuition fees for each Co-op work term. However, you cannot claim the education living allowance amount if you are on a Co-op work term and not enrolled in any additional course. If, however, you are registered in at least one additional course, you will be eligible for the part-time living allowance.

5. Professionalism

While you are on a Co-op work term, please remember that you are a representative of the University of Lethbridge and should behave as such. This means acting in a mature, responsible, and professional manner at all times. Be sure to dress appropriately, show respect to your co-workers, and ask questions if you don't understand something. Remember this should be a positive learning experience and you want this employer to be able to provide you with a positive reference for your next job!! Do not use company resources for your own personal use. This includes using the telephone or internet during work hours and sending personal e-mail. Using company resources for personal use is very serious and grounds for dismissal. Your company e-mail account is a privilege and should be used with discretion and courtesy towards your employer. Keep in mind that all e-mail and internet activities are not secure and can be monitored. It is also not acceptable to socialize while on work time. Do not get involved in workplace politics or gossip about others.

6. Risk management and safety

Please note that as of 2002 the University of Lethbridge has implemented a Risk Management Policy. The Policy is intended to reduce health, safety, and liability risks, particularly those associated with off campus activity. Be sure to observe any work place hazards and receive the proper training to handle any situations that may arise. If you have any questions concerning your personal safety please contact us as soon as possible to discuss these issues.

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7. Co-op work term tips

Make sure that you clearly understand what your supervisor is expecting from you and check that your own expectations are reasonable; communicate effectively with your employer.

If your work is too easy or you find you could take on extra tasks let your supervisor know you are ready for more challenge in your position. You could suggest some additional work or projects you may be interested in - this shows initiative and enthusiasm for your work.

If you're finding it difficult to complete the tasks you've been assigned, for any reason (i.e. lack of experience, expertise, or knowledge) let your supervisor know and ask for assistance. No one has ever been fired for admitting that they don't understand something or need help. Confirm and clarify information so as to prevent errors or, even worse, personal injury; and always, if you are unsure, ask questions.

Way to go…they want you back! 1. Extensions and recalls

If the Co-op Office acts as the contact for a student (e.g. forwards your resume, tells you about the position), then that position must be taken as a Co-op placement. As a result you will have to pay the Co-op work term fee and complete the Co-op written reports by their respective deadlines. This includes all extensions and recalls should you accept one when it is offered.

If you are offered an extension or recall from a Co-op placement and accept it please notify us immediately so that we can take care of the necessary paperwork.

The following example illustrates a common Co-operative Education Scenario:

Assume the Co-op Office contacted and convinced ABC Corp. to post a computer science job for summer 2010. One of our computer science students (we'll call him Bob) gets the job and completes a four-month work term with ABC Corp. At the end of the summer Bob returns to full-time studies at the University. In March 2010, ABC Corp. contacts Bob and asks him to do another summer Coop/Internship starting May 2011. Bob agrees and signs a letter of acceptance. Meanwhile, ABC Corp. informs the Co-op Office that Bob will be working for them again. The Co-op Office contacts Bob to register him for his summer 2011 work term, but Bob refuses, saying the office hasn't helped him this year.

Why does Bob have to take his work term as a Co-op?

Bob must take his summer 2011 C-op work term as Co-op because the Co-op Office was instrumental in helping Bob get his start with ABC Corp. The Co-op Office contacted ABC Corp., posted the job, forwarded Bob's resume, arranged the interviews, and expressed confidence to ABC Corp. regarding Bob's ability to perform on the job.

The Co-op Office has contacted that company specifically for Co-op positions, and is the initial liaison between the employer and the student, while expressing confidence in the student's abilities. Therefore, the Co-op Office maintains the privilege of student's keeping their jobs with the employer as Co-op. This includes ALL extensions and recalls.

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The only exceptions to this is if the student is graduating and is being offered a full-time permanent position or if the initial Co-op work term was self-initiated—in this case any succeeding employment with that employer does not have to be done as Co-op, although we encourage you to do so and receive your Co-op designation.

Returning to your studies…after the Co-op work term! 1. Registration

Please monitor the University's Notice Board for registration dates and times for the next academic semester that you are returning on campus. This can be found at: http://www.uleth.ca/notice.

Copies of the University's timetables and calendars can also be found at: http://www.uleth.ca/ross.

When you are back on campus please make an appointment with your Co-op Coordinator to review your Co-op work term, re-evaluate and discuss your learning and career objectives, and submit a new resume with your most recent Co-op work term included.

GRADUATION You’re ready to graduate…and face the “real world”! To graduate with a Co-operative Education Designation on your degree, you must successfully complete a minimum of three Co-op work terms, or the equivalent of 12-months Co-op work experience. (Or in the case of students who have transferred a Co-op work term from another institution, a minimum of two Co-op work terms, or 8-months work experience.) Students who wish to postpone convocation to complete another Co-op work term must withdraw their application for graduation. Please discuss this with a Co-op Coordinator, particularly if you are applying for graduate school, as the University of Lethbridge can provide a letter stating that you have completed your degree requirements. Please refer to the University of Lethbridge Calendar for Convocation withdrawal deadlines. Students who are graduating after their final Co-op work term should note that the submission deadlines for their final report will be revised. Once a student has graduated, access to the job board is denied, as no more Co-op work terms can be completed. We encourage you to keep in touch with our office and update us on your career!

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Stay in touch and informed…contact us! 1. Co-op Office

Office: Anderson Hall, Room AH154 Office Hours: Monday – Friday, 9am – 12pm and 1pm to 4pm Phone: 403.332.4461 Fax: 403.329.2112 E-mail: artsci.coop@uleth.ca Website: http://www.ulethbridge.ca/coop/artsci Note: The Co-op office welcomes any feedback and suggestions to further develop the site. Mail: University of Lethbridge Faculty of Arts & Science Co-operative Education & Internships AH154, 4401 University Drive West Lethbridge, AB T1K 3M4 Our Team: Diana Young – young@uleth.ca – 403.329.2515 Jasminn Berteotti – bertjf@uleth.ca – 403.329.5192 Stacey Gaudette-Sharp – s.gaudette@uleth.ca – 403.380.1835 Catharine Reader – catharine.reader@uleth.ca – 403.382.7154 Lynette Harty – hartly@uleth.ca – 403.394.3938 Molly Degenhardt-Gatto – molly.degenhardt@uleth.ca – 403.332.4461

2. Other Important Contacts you May Need Arts & Science Student Program Services (Academic Advising) Location: Students’ Union Building, SU060 Phone: 403.329.5106 Fax: 403.380.1880 E-mail: artsci.advising@uleth.ca Web: http://www.ulethbridge.ca/artsci/advising Cash Office Location: Anderson Hall, AH144 Phone: 403.329.2469 Fax: 403.380.1871 E-mail: cash.office@uleth.ca Web: http://www.uleth.ca/fsr/cash Scholarships & Student Finance Location: AH151, Anderson Hall Phone: 403.329.2585 Fax: 403.382.7110 E-mail: fin.aid@uleth.ca Web: http://www.uleth.ca/ross/student_finance/contact.html

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Students’ Union; Health and Dental Plan Administration Location: Students’ Union Building, SU180 Phone: 403.329.2039 Fax: 403.329.2224 E-mail: su.health@uleth.ca Web: https://www.studentvip.ca/uleth/ Office of the Registrar Location: Students’ Union Building, SU140 Phone: 403.320.5700 Fax: 403.329.5159 Email: inquiries@uleth.ca Web: http://www.uleth.ca/ross University Switchboard: 403.329.2111 The Bridge: http://www.uleth.ca/bridge/twgkwbis.P_WWWLogin

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APPENDICES

I. Sample monthly report (based on an environmental science Co-op work term) 12 II. Sample monthly report (based on an agricultural biotechnology Co-op work term) 14

III. Sample monthly report (based on a computer science Co-op work term) 15 IV. Guidelines to writing the final project (Reports & Presentations) 16 V. Principles of Student Citizenship 21

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I. Sample Monthly Report #1 (Based on a General Major Work Placement) Visit NING for access to all Monthly Report samples! http://ascicoop.ning.com

April Monthly Co-op Report Co-op Term 3 Good Student Western Economic Diversification University of Lethbridge Monthly Summary This month at work has been quite different than the previous seven months. The Community

Adjustment Fund (CAF) and the Recreational Infrastructure Canada (RInC) program are both winding

down. These are the two economic stimulus programs Western Economic Diversification (WD) was

tasked with administering under Budget 2009: Canada’s Economic Action Plan (EAP).

March 31, 2011 was the original end date for both CAF and RInC. CAF has officially ended, although WD

is not exercising its right to clawback funding for several projects that were unable to complete by

March 31, 2011. They are being allowed to complete at their own cost and must be materially complete

by December 31, 2011. RInC was one of several programs that received a blanket extension to October

31, 2011 on direction from the Prime Minister. Projects opting to take this extension are eligible for

continued WD funding for costs incurred up to October 31, 2011.

As a result, with the majority of projects already completing, the programs are in sort of a wrap-up

stage. We were previously keeping a very close eye on ensuring projects would complete by the

deadline. Now, we have been doing more reporting suited to the end of the programs and the end of

the fiscal year on March 31, 2011. I have been involved in some of this work, for example, developing a

list of projects under RInC that have been extended and “rolling up” information to the regional level. I

have also been involved with inputting information on recipient audits that were conducted on CAF and

RInC projects in the regions into a master spreadsheet as those recipient audits conclude.

Our workload has also lightened somewhat, which has allowed us to get involved in other projects. For

example, our group took the lead on a transition briefing book as we are expecting a new minister of

state for our department after the election. It was neat to help put that book together and it gave me

some more contact with WD’s other programs.

I also gave a presentation on the history of EAP (based on my final work term report) to other

employees at WD. It was good for me to share my research with others, and I think it was helpful for

them to because WD traditional lines of business are not job creation or recreational infrastructure. I

also got some challenging questions that I had not anticipated, but I feel I was able to answer them well.

Finally, my major project this month has been going through the shared drive and deciding which files

should be kept permanently in Central Registry. This has been an interesting task, one that has given me

some insight into the different decisions that were taken at different points in the program.

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Learning Objectives Tracking

“I hope to continue to learn about how a Regional Development Agency (RDA) like WD functions and

how to do the work requested of me.”

Regarding this learning objective, I gained some insight into WD from helping put together the briefing

material for the ministerial transition. I got to read about some of the other programs WD manages,

their goals, and their outcomes to date. It gave me a better idea of what WD’s core business is.

“I plan on continuing to hone my research and analysis skills, both quantitative and qualitative. My first

term at WD showed me the power of Excel as an analytical tool, and I hope to continue to enhance my

skills with this program.”

I continue to be involved in different research and analytical tasks. For example, I was tasked with

determining which files will go to central registry. My Excel skills get continued use as I worked to

update a previous cashflow analysis to end of the fiscal year.

“Writing reports in government requires different tone and content than writing term papers. I hope to

continue to be able to refine my writing ability to create reports that require less revision.”

I have not really authored any new reports, although I did complete my final work term report this

month. I also helped revise the ministerial transition briefing material. Finally, I prepared some

walkthroughs for the next co-op student so they would be able to do some of the work I had done in

Excel.

“I have found interpersonal skills essential as my colleagues are invaluable resources, and I hope to

continue to improve in this area.”

The ministerial briefing book required close collaboration with other colleagues. I had to work to input

some of their edits as well as seek clarification on some of their edits.

“I hope to continue to learn more about how to do the work I do so I can work more independently.”

Most of my tasks were fairly independent this month. There would be large chunks of them that I could

do on my own without assistance from others. I still do ask questions as required about WD or the

techniques required to do work.

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II. Sample Monthly Report #2 (Based on an Agricultural Biotechnology Work Placement) Visit NING for access to all Monthly Report samples! http://ascicoop.ning.com

Week of April 6-10 Monday:

Manure sampling

Weighing/extraction of samples

Performed ELISA’s on cow serums

Monthly Team Meeting 3:00 – 4:30 pm

7.5 hours worked (8:00 am – 4:30 pm) Tuesday:

Oven-dry manure samples

Wash trays/label samples

Fabrication of KCI solution

8 hours worked (7:30 am – 4:30 pm) Wednesday:

Sorted bovine blood serums

Prepared fecal antibodies from fecal samples

Performed cell counts

Performed weekly sterilization of instruments

7.5 hours worked (8:00 am – 4:30 pm) Thursday:

Attended ½ day Incident Investigation Training 9 am – 12 pm

Collected manure samples from Plot #4

Left early to deliver samples to ADRI for analysis

7 hours worked (8:00 am – 3:00 pm) Friday:

Good Friday (Holiday – no hours worked) Continue this format for the remaining three weeks of April. Monthly Summary:

This month has not been boring, to say the least! Although I have performed a lot of manure sampling, which is pretty routine, I also find it very interesting. I learned how to grind the manure samples, using a machine that is similar to a coffee grinder, and have also been doing the KCI extraction now by myself, after receiving a day’s training. This procedure is performed in order to analyze manure for acid content and temperature. Even the routine and repetitive duties are important and it’s the overall results you’re contributing to. Overall, this is beginning to be a very worthwhile and rewarding work experience. I am learning many valuable skills and using new instrumentation and lab methods. The monthly team meetings are very worthwhile and give us a chance to discuss ways to support each other in team projects and achieving our goals. The Incident Investigation Training was also very worthwhile and involved the manner in which each incident (no matter how small) should be handled in order to prevent it from happening again. I found it very effective and it would certainly be an enormous asset to any workplace in which there are potential dangers.

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III. Sample Monthly Report #3 (Based on a Computer Science Work Placement) Visit NING for access to all Monthly Report samples! http://ascicoop.ning.com Monthly CO-OP Report for May

During my first two weeks here at xxx my major tasks were:

Had a tour of building. Learned how to log into the system. Started application testing on the assigned programs on the new desktop image. Then started manual installing programs to see if they execute properly on the new image. Compliance testing, checked licensing of programs for compliance. Searched on the Internet for the vendors and license costs.

During these first two week I learned the following:

First I learned the reason my tasks were assigned to me, but I also learned about how corporations function. The structure of employees at xxx, and how everyone works in a collective team to get various tasks accomplished. I have never worked in such an organized and friendly environment. I was shown how and why the network is locked down, the reasons for scripting an application and how scripting works. Using snapshots of the hard drive to see what the program is adding to the environment and then removing any repetitive or useless information.

During the third week:

I started with the WAN group this week. I was shown the Server room, main computer room (second floor east), and the how the riser room panel connections connect every office with Ethernet/Phone. Traced the cords to rooms on the first floor, and punched unused cables for the Training Room, so the computers would no longer be running off the switch. Removed the switch and then began tracing the unlinked cords in every riser room. Also tried to get the swatch program to work. I switched to working in the riser rooms. So, I haven’t been able to test to see if the configuration file works.

I learned the following during this week:

I learned a lot about networks this week. How everything is transferred throughout the building -- through the riser rooms, routers and switches. By listening to conversations in the office – the cost and importance of the equipment being used in the building, including the upgrade cost. I also saw the Remedy 5 program and basically how it worked. I learned through diagrams, the infrastructure of the WAN here at xxx, and that UNIX scripting is actually used in the corporate world. Also found how the approval process works, mainly through the use of project charter.

During the fourth week:

I finished finding and tracing the unlinked ports in each riser room. I constructed an Excel document for all the ports. I started and fixed most of the swatch configuration file. I couldn’t get swatch to mail when a configuration change occurred on the router. Otherwise it is still mailing to xxx and I after every telnet to a WAN router.

Overall, this is beginning to be a very worthwhile and rewarding work experience. I am learning many valuable skills and using new instrumentation and lab methods. The monthly team meetings are very worthwhile and give us a chance to discuss ways to support each other in

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team projects and achieving our goals. The Incident Investigation Training was also very worthwhile and involved the manner in which each incident (no matter how small) should be handled in order to prevent it from happening again. I found it very effective and it would certainly be an enormous asset to any workplace in which there are potential dangers.

IV. Guidelines to Preparing Your Final Project a. Writing the Final Report Visit NING for all Final Report samples! http://ascicoop.ning.com

Style and Presentation Suggestions:

Be concise. Find the best possible words to say what you mean. Do not use a sentence when one word will do.

Be organized. Have all the necessary information gathered before you begin. Present it in order and arrange it in such a way that it will help the reader understand your point of view, follow your logic and facts, and reach a conclusion. Begin writing only when you have all the facts and information you need.

Be logical. Say what you are going to do and do it. Support what you have done and conclude. Be accurate and complete. Be certain you have verified your figures, information and facts, that names are spelled correctly and that your information is all there. Giving incomplete information is as serious as being inaccurate.

Be consistent. Get right to the point and do not allow yourself or the reader to wander off in different directions. Your style, subject and method of presentation should be consistent, as well as your use of tense, person and format.

Be professional. The report should be neat, typed with margins and adequate spacing. It should be carefully set up, with supporting graphs, illustrations, footnotes where required and a bibliography if reference sources have been used.

Be readable. Avoid jargon, technical slang or acronyms. Be interesting.

Be careful. Check spelling and punctuation. Have another person proof read for you. Format: There are two types of formats; one for your first work term (Co-op Work Term I), and one for all other work terms your complete (Co-op Work Terms II – VI). You must choose one of these formats; 8 – 12 pages in length. Report format for Co-op Work Term I (and/or any 4-month work term): 1. The Preliminaries

Title Page

Table of Contents

List of Tables and Illustrations (if included) 2. Introduction of the employment situation, its organization and mandate 3. A comprehensive description of your job, responsibilities and learning objectives 4. Demonstrate acquisition of learning. This will include observations and relationships from

theory to practical and vice versa. For example, specific skills or competencies that may include:

Research

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Programs

Lab Techniques

Problem Solving

Identification and Analysis

Relation to theories/knowledge/concepts Integration of the job experience and learning into academic, personal, long time career goals

A self-evaluation of your performance (strengths, areas to develop etc.)

Examples from the work experience, including projects and techniques

Skills/knowledge, should be included. See Developing the Final Work Report. Report format for Co-op Work Terms II – VI (and/or any 8 – 16 month work term): You must write a Final Report in the following format if you are on a work term that is running 8 to 16-months in length. You may choose to do one report for each work term, or one report covering the entire length of the placement. For details on these sections, see information following this list. 1. The Preliminaries

Title Page

Summary (i.e. Abstract or Executive Summary)

Table of Contents

List of Tables and Illustrations 2. The Main Body

Introduction

Text

Conclusions

Recommendations 3. Reference Material

Appendix of Appendices

Bibliography

Sample of your published material, photographs, projects etc. Information on these sections in more detail: The Preliminaries:

1. The Summary/Abstract/Executive Summary is a concise, 1-2 page summary of the background (may include names of committees, departments, or persons who authorized the project and why) and objectives of the project/study, as well as the approach taken and conclusions (what was the outcome?).

2. The Table of Contents sets forth the major divisions and subdivisions with their titles and page numbers. The Table of Contents itself is not listed.

3. The List of Table and Illustrations includes all tables and illustrations with their individual numbers, titles, and page numbers. Use the same format as the Table of Contents. Reference to each table and illustration must be made in the text of the report, so do not include data that are not to be discussed. Note that illustrations, tables, and other supporting material not critical to the text presentations are placed in the Appendices and as such do not appear in the List of Tables and Illustrations.

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The Main Body:

1. The Introduction is important to the reader because it presents the background by explaining the reasons for the report, your approach and the main objectives of the report. It is important also to you because it keeps you on course. One common fault in report writing is the tendency to wander off the topic and thus include irrelevant information.

2. The Text should deal with a specific topic and be analytical. The report is not a survey of general impressions, nor is it a report on other literature. Selecting the subject of the text is often difficult, as most work term jobs involve either an assigned project or day-to-day involvement in the functions of an office, laboratory, journal contributions, etc. If you have been assigned to a project or have a report to submit to your employer, this should probably form the subject of the report. Otherwise, select one aspect of the job or technique and treat it in detail. For example, a particular procedure could be compared with other possible methods which could achieve similar or perhaps better results. Or, you could demonstrate the relationship between a function you perform and the overall process in which your employer is engaged. Assume that the reader has no detailed knowledge of the subject matter in the report or of the detailed vocabulary associated with the subject. While writing, constantly keep the reader in mind and not yourself or your immediate supervisor.

3. The Conclusions (see “The Recommendations” below). 4. The Recommendations and the Conclusions are important because they provide an

opportunity to make your personal contribution to the report, particularly in the Recommendations. Keep them separate, since one applies to the present and the other to the future. For easy assimilation by the reader, they should be listed in point form. Remember that the Conclusions and the Recommendations must relate to the objectives outlined in the Introduction.

Reference Material:

1. The Appendix or Appendices are used to provide the reader with additional supporting information that elaborates on the main text but is not essential to the principal theme of the report. For example, calculations, descriptions of manufacturing processes, features, or material you have written while on the job, photography illustrations, tables and other data that supplement the report but do not form an essential part of the report should be placed in the Appendix. Identify the Appendices by numbers or letters, assigning one Appendix to each group of common data. Any information appearing in an Appendix must be so referenced in the main text. The reader will not read an Appendix unless directed to it.

2. The Bibliography lists all the published and printed information that was read during your information gathering activities and that bears on the report. Show reference by author, title or journal, publisher (if it’s a book) and date published.

3. Online references should include web address and date accessed.

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b. How to Prepare a Presentation

Select the general purpose of the presentation, in this case, to inform.

Identify the specific objective of the presentation. This will form the “Thesis” statement for your introduction.

Analyze and adapt to the audience. This will be part of the information you gather when you establish the circumstances surrounding your presentation.

Research the topic. This will be done in the workplace.

Select an appropriate format and organize your main ideas and details accordingly.

Reinforce the main ideas with supporting details and data. For example, stories statistics, facts and quotes.

Write the conclusion, introduction and presentation notes. Prior to developing your presentation, you may want to consider the following

Who will you be speaking to? (Fellow and perspective Co-op students, faculty and placement supervisors) Are they visitors, colleagues or friends? How well do you know the audience? Will you be comfortable with the group?

How much will they know about your subject? (Presume little to no knowledge since there will be students from all majors)

You do not want to bore your audience by repeating unnecessary details. Try to determine how much they know about your topic.

How long will you speak? (8 minutes maximum) Will you be able to provide much detailed information or just touch on the highlights?

Where will the presentation take place? (Career Resource Centre Boardroom, holds about 20 people) Will you be speaking in a conference, class room, or in a work area? What equipment will be available for your presentation? (You will have access to a laptop, data projector, the internet, and overhead projector)

Possible Topics (in random order)

The main purpose of your department.

The training provided by the company when you started your Co-op Work Term.

A brief history of the company.

How you enjoyed your job.

The company’s products, services, and activities.

The benefits of Co-op Education.

The major projects you worked on.

The corporate culture.

Comparison to other work terms, if applicable.

The skills from your program which you used on the job.

The things you have learned on the job that you will take back to your academic institution.

The types of equipment or machines you operated.

At the end of your presentation, you will be required to submit the following to your Co-op Coordinator:

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Presentation Outline Title 1. Objective 2. Introduction 3. Structure

a. Key Points (in order of presentation) b. Reinforcement (supporting data evidence, details etc.)

4. Conclusion 5. Questions

OR Speaker’s Notes (which should include the above categories) The criteria for evaluation will be: Content

Audience Analysis

Was the topic appropriate for this audience?

Did the topic stimulate feedback? Organization

Did the introduction create interest?

Did the body reflect careful structure and direction?

Was the conclusion memorable and did it summarize the content?

Were the supporting details:

Current and reliable

Related to the topic

Research oriented Language

Was the level of diction appropriate?

Was the syntax good?

Was the grammar correct?

Was vitality evident in the choice of language, active verbs, precise adjectives etc.? In addition to being evaluated on the content of your presentation you will also be assessed on your delivery style. The evaluation of the content of your presentation will be based on how well you developed your presentation.